We can define software business management as an intelligent computer program, whose purpose is to assist in the organization of documents and operational processes of a business.
These systems can either be installed directly on the computer or used online, as is the case with many more current options. Regardless of how this implementation takes place, the fact is that a well-implemented management software is a fundamental resource for:
- automate processes;
- optimize time;
- facilitate interaction between departments and teams;
- increase productivity;
- decrease the margin of errors;
- ensure high levels of information accuracy and security;
- consult data and indicators that can be crucial in making strategic decisions.
Read on to find out how to choose the most appropriate system for managing your business!
Different types of business management software
In times of constant technological advances, it becomes increasingly important for companies to keep up to date with the main digital tools for corporate management.
There is an infinity of management software options available on the market, varying according to factors such as implementation complexity, prices and features, and it is precisely this diversity that makes this type of tool such an important ally for a business to achieve great results, regardless of your sector of activity.
Understanding the basic features and features offered by each type of management software is essential when making a choice based on which one will best meet the needs of your business.
A model of business management software The one that has been gaining increasing popularity is Enterprise Resource Planning, or ERP, and it is from there that we will start.
ERP – Enterprise Resource Planning
ERP is an acronym for Enterprise Resource Planning, that is, “business resource planning”. This is certainly the most common type of business management software.
Through it, the financial controls, tax and accounting of the company, but not only that: the great differential of ERP in relation to other types of business management software is that it manages to:
- centralize all information and processes of a business in a single system;
- integrating its different sectors and compiling data regarding revenue receipts;
- manage the payment of expenses and taxes on these operations;
- unite departments such as human resources, communication and marketing;
- follow up on achieved goals.
It is in this high scope that the use of ERP becomes an essential factor for the effective management of a business.
Although it is still common for certain companies to insist on resorting to decentralized solutions for each of their relevant sectors, using specific software for each of these, it should be noted that, in most cases, this is a very effective strategy. misleading and somewhat obsolete, requiring a gigantic and often redundant workflow until all this information is compiled.
This lack of objectivity can be extremely harmful when making certain strategic decisions. Not to mention that, many times, the amount invested in the implementation of all these systems can be excessively and unnecessarily expensive.
By integrating different modules into a single system, an integrated management software enables the exchange of information between the different sectors of a company, in addition to automating various activities and processes, thus helping to reduce certain costs. In this way, it is possible for all departments to work in an interconnected way, and without the loss of the respective autonomy of each of these sectors.
Since all relevant information is centralized in one place, this type of system allows executives to have much greater control over the operation of their business.
The integrated management software produces management reports, which provide both an overview and specific details about the company's activities, as needed at the moment.
As a rule, most ERPs are divided into 3 layers (application, database and framework), in addition to having two views. Let's see them next.
departmental view
It allows, in a single screen, to monitor, in a practical, simple and safe way for the user, the processes of each of the company's departments. The user will not have access to data with which he is not directly involved, as these are not particularly relevant to him.
Segment view
From this point of view, the software is adapted to the particularities and requirements of each department of the company, meeting the specific needs of each of its branches of activity.
Taking as an example, a medical office and a chain of stores need their activities to be organized in completely different ways, and it is for this purpose that the segment view serves. In such cases, there is also the possibility of generating vertical management software, which are modules specifically aimed at serving certain market segments.
ERP systems can be local (installed on machines) or online (available in the cloud). Usually, online systems end up paying more than local ones, and the reasons for this are several.
Financially speaking, the costs of a local system tend to be more expensive, due to the high cost of usage licenses and also the fact that services such as updates and technical support are usually charged separately.
Thus, there is a need for the company to have a large IT infrastructure. Online systems, in turn, are usually offered by a service provider: you pay a monthly fee, and in this amount, support and eventual updates are already included.
Another advantage is that a local solution makes it necessary for the person to be in the company to use it, while the ERP in the cloud allows the system to be accessed anytime and anywhere, as long as an Internet connection is available.
Finally, online ERP allows you to hire new resources quickly and conveniently, when migrating from one service plan to another. On the other hand, local management software has limited functionality, so if your business needs change, you may need to adopt a new system.
Even so, some companies still prefer to use this type of software, either because they prefer to correct eventual problems on their own initiative, or because, due to security issues, they do not want to store their most sensitive information on third-party servers.
It is important to remember that not all business management software is an ERP, so there is a huge variety of platforms designed to specifically serve the different sectors of a business, such as:
- invoicing and management;
- accounting;
- customer relationship management (CRM);
- time management spent by teams;
- file control and information sharing;
- business intelligence;
- property management;
- parking management;
- project and team management;
- salary processing;
- people management.
What are the benefits of using a management system?
Let’s now look at the main advantages that management software can bring to your company.
Efficient integration of sectors
The first major benefit is the efficient integration of different sectors of the company. With management software, information circulates in a more fluid and organized way, eliminating duplications and inconsistencies.
This means that, at any time, a department can access relevant data from other departments without delays or bureaucratic barriers. This interconnection ensures that all departments are aligned and working towards a common goal.
Agility in internal communication
The speed of communication within a company is crucial to its success. Management software allows the information needed to make quick decisions to be just a few clicks away.
This speeds up the communication process between employees and avoids delays that could compromise business opportunities or operational efficiency.
Significant cost reduction
The implementation of management software can lead to a notable reduction in operational costs. By automating routine and administrative tasks, employees are freed up to focus on more strategic activities of greater value to the company.
Furthermore, minimizing human errors in automated processes can save significant resources that would otherwise be spent on correcting these errors.
Increased productivity
Automating processes not only saves time but also increases the team's overall productivity. With administrative routines managed by the software, employees can focus on tasks that require unique human skills, such as creativity and strategic thinking.
This not only improves the quality of work, but also increases employee satisfaction by allowing them to focus on more meaningful tasks.
Improved decision making
With access to updated data and detailed reports provided by the software, managers can make more informed and strategic decisions. The ability to analyze trends, monitor performance and predict future challenges is immensely improved. This comprehensive view of the business allows for more effective planning and the ability to respond quickly to market changes.
Facilitating results monitoring
Finally, management software makes it easier to monitor goals and results. With tools to define and monitor key performance indicators (KPIs), you can get a clear view of progress toward your company's goals.
This not only ensures the company is on the right track, but also provides valuable insights to continually improve processes.
Choosing the Right Business Management Software for Your Business
There are a wide variety of options available when thinking about customer management and business management platforms.
In Brazil alone, we can mention numerous companies that offer ERP solutions, among which it is possible to highlight: Totvs, SAP, Mega Sistemas, Sénior Sistemas, Globaltec, Cigam, Microsoft (Dynamics) and Sankhya. Among the most popular options for small business, the following stand out: Jiva, Storm System and Ema Software.
As there are many options, there are also many criteria that need to be considered before choosing which one will best suit the needs of a particular business.
At this stage, the most important thing is to choose a supplier who is familiar with the particularities inherent to a company in its field. See if the company's portfolio already has customers in the same segment as you.
There are also some basic questions that should be considered when making this choice. The main ones will be listed below:
Need
It is necessary to identify which are the business sectors that you want to improve, as well as which are, respectively, the activities in each area that need optimization.
Practicality
The system must be an easy-to-operate tool. The best applications have responsive and intuitive user interfaces, so little or no training is required to use them. It is this ease of conducting the work that saves time and optimizes the work process.
Customization and flexibility
It is important that the chosen platform takes into account the particularities of each business, as well as any changes in the scenario, so that, later on, there is no need to substitute another one.
It is very important that the software has tools capable of changing sales funnels, adding and removing employees, customizing access to certain information, data about companies and people related to your business, and so on.
The platform must also be easily integrated with other tools and applications already used, such as e-mail, Excel spreadsheets, calendar, etc. Along its trajectory, your company can – and should – grow, and the system must be scalable to adapt to this evolution.
Rugged
Nowadays, it is essential that the platform can be accessed from anywhere, including – and why not say, mainly – from a cell, since, increasingly, work models different from the traditional, such as home office and home based, are part of a reality.
It should also be noted that, even within the traditional model, there can always be situations in which a particular professional is carrying out some external work. In this sense, the applications guarantee the user control over fundamental data for good management, in a practical and agile way, regardless of where he is.
free trial period
To make sure that a certain platform perfectly suits the needs of the business, a period of use price quotation may become necessary.
Financial control
It is important to observe whether operations such as cash flow, billing of sales performed, banking operations, updating stock values, checking accounts, issuing bills of exchange and invoices, ordering services and others of this nature are carried out in a simple and clear way;
Security
The security of your company's data should be a priority for both you and your provider. It is important to be aware of the security measures employed: the platform must have good backup features, system access functions and well-encrypted passwords so that your data remains safe.
Support service
When checking this question, one should consider what the supplier has to offer in terms of support staff, configuration and maintenance of the management software. It is also important to note if any additional fees are charged for the service.
total cost of use
In order to maximize your return on investment (ROI), it is important to keep an eye on how much will be spent on a service plan (in the case of an online platform) or on licensing and upgrade fees (in the case of an online platform). a local platform).
Monitoring of customer activities
CRM is an acronym for Customer Relationship Management, or “customer relationship maintenance”.
As the name suggests, the practice focuses on the customer base, and on their interaction with the company – a crucial point in ensuring that the service offered by the first corresponds to the interests of the second.
Prioritize business management software that makes it easy to track and monitor the activities of the public at its various stages, from when a potential buyer reacts positively to a promotion or email, to converting it into a customer.
A careful look at the progress of this relationship between company and consumer is essential: by successively observing each interaction between them, it becomes possible to plan each of the next steps of the sales team.
Reports and indicators
It is crucial for the good development of the business that the business management software issues specific reports for each sector of the company and points out performance indicators.
In this way, the results achieved can be constantly detected and improved. Regarding the indicators, there are three main ones:
Quality Indicators
They monitor data such as the number of defective products and equipment, how much is used or wasted in resources throughout its production, consumer feedback on the final products and the time spent in each process.
health indicators
They evaluate data on accidents at work, expenses with health plans, medical certificates presented, number of absences – justified or not – from work, investment in campaigns on health and safety at work, among others;
sustainability indicators
They point out information related to issues such as how much water and energy are spent during production, the amount of garbage and waste generated in this process, the forwarding of this waste to recycling and recovery sites, and so on.
It is also important to remember that, in case of obtaining two different software systems that need to talk to each other, it is necessary that both are approved for this purpose. Integrations must be official, and it is critical that both systems are in the same database for everything to work fully.
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10 business management software tips
Keeping all these factors in mind, you are now better prepared to decide which platform will best meet your expectations and your business. To help you more, we list, below, 10 of the main business management software on the market.
Financial management
1- Blue Account
O Blue bill is one of the main software available for gestão financeira. A national platform, with high functionality and easy to use, it manages your company's money, controls stock, issues electronic slips and invoices. Ideal for small and medium-sized companies, it also has an app for cash management. For this reason, many consider it an ERP.
2- QuickBooks
O QuickBooks It is also one of the most popular business management software focusing on accounting and finance. Intuitive and simple to use, this platform is available in two versions: Quickbooks Online, which has more complete features, and Quickbooks ZeroPaper, free management software, specially developed to serve independent professionals and Small business.
3- Nibo
Simple and efficient, the nibo is a financial management software that allows from cash flow monitoring to account organization and collection automation. Something very interesting about Nibo is that its financial management is integrated into your accounting office, so your accountant can access pertinent information.
4- Granatum
O Granatum stands out for managing the company's finances in an organized and intelligent way, providing complete and objective reports on cash flow, inventory and sales, in addition to offering an application for Android and IOS systems.
Project management
5- Trello
Based on methodology Kanban: Trello is a free management software, and the main reference when it comes to project management.
The platform makes it possible, in a very clear way, to define and comply with schedules and tasks, issuing notifications, creating checklists and much more.
Finally, Trello has API open, that is, it is possible to integrate the platform with other software.
Customer relationship management
6- Scheduler
Another free management software option, the Agendor is an intuitive CRM tool with very robust features. It stands out for its virtual assistant, through which it is possible to follow, at cell, the most recent interactions between salesperson and customer, in addition to receiving guidance on the next stages of the sales funnel.
Enterprise Resource Planning
7- Tiny ERP
O Tiny ERP is software aimed primarily at enterprise resource planning for small and medium-sized e-commerce businesses.
Through it, it is possible to automate and standardize processes such as issuing invoices and inventory control. Tiny ERP has a 30-day free trial period.
8- ManagementClick
O ManagementClick it is used by thousands of small micro-entrepreneurs, thanks to its features that integrate the various areas of their business. The Multi-company function, which allows the user to manage more than one unit on the same screen, is its main highlight.
It also has a Customer Area, which offers customers an exclusive login, through which they can open tickets, request tickets and follow up on their demands. Although it is paid, it offers a 10-day free trial period.
9- ERP Lite Free
ERP Lite Free is a free management software that perfectly integrates the sales, inventory and finance sectors, being an ideal option for small and micro companies.
corporate performance management
10- STRATWS One
Some of the largest companies in Brazil use the STRATWS One. That's because this business management software allows you to create, track and share KPIs, making it easier to identify and solve problems.
In addition, it strengthens team engagement by sharing the results to all levels of the company.
Now that you have reached the end of this article, you already know the key to choosing the business management software that will best suit your business needs. We emphasize that, in order to fully manage organizational processes, a good platform is a fundamental resource.
If you want to know more about organizational process management, we have produced a special content on the subject, which you can check out here!
